Project Coordinator I-III

POSITION OVERVIEW

Under general oversight and direction, the Volunteer Network Project Coordinator supports the implementation, coordination, and day-to-day operations of assigned Volunteer Network programs and projects, including the AmeriCorps Seniors Foster Grandparent Program (FGP) and/or Retired and Senior Volunteer Program (RSVP). The Project Coordinator supports volunteer recruitment, enrollment, orientation, training, placement, engagement, retention, and recognition; maintains relationships with volunteer stations and community partners; maintains accurate volunteer and program records; monitors volunteer service activities and hours; and assists with performance measurement, grant reporting, and compliance with NCO and funder requirements. This position requires the ability to work effectively both independently and as part of a collaborative team, along with strong organizational, communication, relationship-building, data management, and problem-solving skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

- Coordinates day-to-day implementation of assigned Volunteer Network programs, including AmeriCorps Seniors FGP and/or RSVP, in accordance with approved work plans, grant requirements, NCO policies, and established program procedures.

- Recruits, screens, enrolls, orients, places, and supports volunteers; coordinates ongoing training, communication, engagement, retention, and recognition activities in accordance with applicable program requirements.

- Develops and maintains collaborative relationships with schools, nonprofit organizations, public agencies, and other volunteer stations and community partners; assists with developing appropriate volunteer assignments and maintaining required station documentation.

- Provides orientation, technical assistance, and ongoing support to volunteer station personnel regarding volunteer supervision, service activities, timekeeping, documentation, and applicable program requirements.

- Monitors volunteer participation, assignments, service hours, Volunteer Service Years (VSYs), performance measures, and other established program targets; identify concerns or trends and communicate them to the Program Manager or Program Director.

- Maintains accurate, complete, timely, and confidential volunteer, station, assignment, eligibility, service-hour, performance, and other required program records in designated NCO and funder systems.

- For FGP, assists with documentation associated with volunteer eligibility, stipends, transportation, meals, VSY objectives, and other authorized volunteer benefits;

- For RSVP, supports development and monitoring of volunteer assignments and achievement of participation, and service-hour.

- Collects, reviews, and compiles program and performance data and assists with grant reports, monitoring activities, continuation or renewal materials, and other required program documentation.

- Represents Volunteer Network programs through community outreach, presentations, recruitment activities, meetings, and events; assists in identifying prospective volunteers, volunteer stations, partnerships, and service opportunities.

- Develops and maintains program materials, forms, training resources, outreach materials, and other tools necessary for effective program operations.

- Works professionally and collaboratively with volunteers, community partners, agencies, funders, and NCO departments and assists in resolving volunteer, station, documentation, and operational issues.

- Provides regular updates to the Program Manager or Program Director regarding program activities, performance, emerging needs, and challenges.

- Performs other related duties as assigned or required.

ESSENTIAL WORK HABITS

- Align work behaviors in conformance with NCOs Purpose, Vision, and Values.

- Report to work on time and obtain approval from supervisor for any changes in work schedule or absences.

- Maintain strict confidentiality of volunteer, participant, personnel and program information in accordance with Agency & project policies and procedures.

- Follow the NCO Injury Illness and Prevention Plan, as well as all Agency and program safety protocols, procedures, and policies.

- Ability to provide support for disaster-related activities as needed, including supervising volunteers to complete various tasks and assignments in collaboration with disaster response partners and community members.

- Maintain focus on the assigned tasks.

- Take pride in creating a positive, efficient work environment.

- Treat volunteers, co-workers, program participants, community partners, and members of the public with professionalism and respect.

- Represent NCO and its programs to the community in a positive light.

- Dress appropriately according to assigned job duties and responsibilities.

- Adapt constructively to change and demonstrate reliability, sound judgment, accountability, and attention to detail.

Qualifications

JOB QUALIFICATIONS

Education, Training and Experience:

Level I:

- A minimum of three years of successful experience in a similar position or related field.

- Experience working with volunteers, community-based organizations, older adults, schools, nonprofit programs, or grant-funded programs is preferred.

Level II (in addition to Level I) :

- A minimum combination of education and experience equivalent to an associate degree in a related field (such as Business or Public Administration, Health & Human Services, etc.) from an accredited school.

- A minimum of one years experience in the same or similar position.

- Experience with project-based work and/or administration of grant-funded programs is preferred.

Level III (in addition to Level II) :

- A combination of education and experience equivalent to a bachelor's degree in a related field from an accredited institution.

- May require responsibility for assigned project budget(s) in accordance with NCO fiscal policies and accounting procedures.

- May require coordination, direction, or supervision of assigned project staff when specifically designated by NCO.

- May assume advanced responsibilities for program implementation, compliance, reporting, partner relations, training, and related administrative functions.

Knowledge of:

- Principles and practices of volunteer recruitment, engagement, retention, recognition, and effective interpersonal communication.

- Community partnership development and relationship management.

- Grant-funded program implementation, documentation, performance measurement, data collection, and reporting.

- Standard office practices and computer applications, including internet and cloud-based systems, email, databases, spreadsheets, and Microsoft 365 products.

- Effective recordkeeping practices, including maintenance of confidential volunteer and program information.

- Principles and techniques of data analysis, report writing, and program evaluation.

Ability to:

- Establish effective working relationships with volunteers, schools, nonprofit and public agencies, volunteer station personnel, community partners, and NCO staff.

- Interact with others in a culturally and emotionally sensitive manner and communicate effectively and appropriately, verbally and in writing, in English.

- Recruit, orient, train, coordinate, and provide ongoing support to volunteers.

- Interpret and communicate established program policies, procedures, and requirements.

- Maintain accurate and confidential volunteer, station, program, and grant records.

- Organize and monitor multiple responsibilities, volunteer assignments, deadlines, service records, and program requirements simultaneously.

- Enter, review, reconcile, and analyze volunteer, service, demographic, and performance data for program planning and reporting.

- Take direction, exercise sound judgment, and work effectively both independently and as a collaborative team member.

- Facilitate small to medium-sized groups and professionally represent NCO in community settings.

- Work a flexible schedule to accommodate occasional evening or weekend meetings, events, training, and professional development activities.

Necessary Special Skills & Requirements:

- Must be at least 18 years of age.

- Employment is contingent upon successful completion of a Criminal Record Clearance, including at a minimum a check through the FBI, CA Department of Justice, and National Sex Offender Public Registry. Results must meet all applicable program requirements.

- For work-related driving, must possess a valid California drivers license, a verifiable good driving record, and access to an insured vehicle that covers the employee as a driver or have reliable transportation and proof of automobile insurance.

- Must be able to travel throughout the program service area to conduct volunteer station visits and participate in meetings, outreach events, training sessions, and other assigned activities.

WORK ENVIRONMENT/PHYSICAL DEMANDS

- While performing the duties of this job, the employee is regularly required to talk, hear, listen, and communicate clearly;

- The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and automatic office equipment, and reach with hands and arms.

- The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or balance; and stoop, kneel, crouch, or crawl.

- The employee may occasionally lift and/or move up to 25 pounds unassisted and may occasionally move and lift heavier materials with assistance using ergonomic guidelines.

- Specific vision abilities required by this job include close and distance vision, peripheral vision, depth perception, and the ability to adjust focus.

- The ability to travel during the day and/or night, sometimes long distance – possession of a valid California Drivers License and access to an insured vehicle is required.

- Interaction and contact with outside agencies, vendors, funders, volunteers, donors, and contributors is a frequent aspect of this job.

- The employee will regularly use computers and computer printers, telephones, and other similar electronic office equipment.

- The environment can be noisy and includes the comings and goings of small children and their families.

Note : This class specification should not be interpreted as all-inclusive. It is intended to identify the core essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA)or California FEHA. Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.